part 2-1 rfa dates and application process...rfa dates & application process 1.29.20 1. rfa...

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RFA Dates & Application Process 1.29.20

1. RFA Dates & Application Process

1.1 Brought to you by DCF Bureau of Operations and Planning

Notes:

This training is brought to you by the Department of Children and Families.

1.2 RFA Dates & Application Process

Notes:


Welcome to the Wisconsin Shares Child Care Subsidy Training.

1.3 Introduction

Notes:

This module will define the Request For Assistance Date for Wisconsin Shares

Child Care, also known as the RFA date. We will cover how to add Child Care

to an existing case as well as special considerations for placement children.

You’ll learn how to establish the RFA in CWW in order to begin processing a

Wisconsin Shares application. Click the Help button for instructions on

navigating this course or click the Start button to begin.

1.4 Sound & Navigation Tips


Notes:

This training contains audio. Click the Notes tab to display the script for the

audio portion of this training. Use the Resources tab for links and documents

associated with this training, including the Wisconsin Shares contact

information. Use the buttons to adjust the volume, start and pause the

course, replay a slide, or navigate forward and backwards. Click Next when

you are ready to continue.

1.5 Reading Assignment

Notes:

Before proceeding with this module, complete and check off each reading

assignment. The Wisconsin Shares Child Care Policy and Process Handbook

can be found within the Resources located in the upper right corner.


1.6 RFA Date

Notes:

The RFA date is the same as the Filing Date. The RFA is established when the

local agency receives a signed application for Wisconsin Shares Child Care.

The RFA date determines when benefits can begin if the applicant is found

eligible.

1.7 Starting the Application

Notes:


Parents can apply for Wisconsin Shares in-person, over the phone, or online

via ACCESS. Note that applications completed online after 4:30 PM have an

RFA date of the next business day. A parent’s initial eligibility determination

must occur in the parent’s county (or consortium) of residence. Ask your

Child Care Coordinator or supervisor for details.

It’s also possible to use a paper request for assistance. The form is DCF-F-

2835. Click the link to view the form, then return to this screen and click

“Next”.

1.8 Another Option for Foster and Kinship Children

Notes:

For foster parents, interim caretakers, subsidized guardians and court-

ordered kinship scenarios, there’s an alternate method of establishing the

RFA. Families often have children placed in their care on short notice, with

other immediate obligations hindering them from applying for Child Care

immediately. This alternate method helps parents apply for care as soon as a

child is placed in their home.

Foster parents, interim caretakers and subsidized guardians can complete

the Wisconsin Shares Child Care Registration Form at the time the foster care

license is issued. Then the Child Welfare agency keeps the form on file. After

a child is placed in the home, the Child Welfare agency faxes or delivers the


form to the local Child Care agency.

It’s similar for kinship relatives with a court order for placement. They can

sign the registration form, which is then kept on file by the Child Welfare

agency. After the first kinship care payment is approved to be received, the

Child Welfare agency faxes or delivers the form to the local Child Care Agency.

In all of these cases, the date the form is received by the Child Care agency is

used as the RFA date. However, this is only an option. Placement parents are

not required to apply using this method.

1.9 Collect a Signature

Notes:

Regardless of how the parent applies, a signature must be collected. This

requirement can be met in a number of ways. For people applying over the

phone, the signature can be collected telephonically at the end of the

application process. A written signature could also be collected at the end of

an in-person interview. Anyone who applied through ACCESS has already

signed their application electronically.

If a parent declines to sign the application, the date their interactive interview

is completed becomes the RFA date. Even if a parent declines to provide a


signature at application, it must still be collected before benefits begin.

Speaking of the interactive interview…

1.10 Complete the Interactive Interview

Notes:

After the parent submits their application, an interactive interview must be

completed to determine eligibility. For applications completed over the

phone, the interactive interview can occur immediately after applying. All

interactive interviews must be scheduled to occur within five business days

of the RFA. Be aware that day one is the day after the request was received.

For example, suppose someone applied for Child Care on the Wednesday

before Thanksgiving. Depending on what the specific agency considers a

“business day”, the first business day might be the Friday after Thanksgiving,

or it might be the Monday after Thanksgiving. This would impact which day is

the deadline for scheduling the interactive interview.

After the interactive interview, the worker must generate the Case Summary

and Good Cause Notice and provide copies to the parent, either through mail

or in-person. The Good Cause notice explains to parents the requirement to

cooperate with Child Support to receive Wisconsin Shares.


1.11 After the Interview

Notes:

After the initial interview, applicants have seven business days to submit

verification. Remember that day one is always the day after the interview. If

a parent requests more time to provide verification, the verification due date

can be extended up to 30 days from the RFA date, date of reported change,

or the renewal date. If an applicant is having difficulty producing verification

items, the worker must offer assistance. If the applicant is still unable to

provide verification after 30 days, they are found ineligible.

1.12 Eligibility Timeline

Notes:


Here’s an example of the amount of time eligibility could take. If the interview

and verification can be completed promptly, eligibility can be determined in a

much shorter time period. Recall that day one is always the day after the

interview.

Central office management tracks the timeliness of this process and workers

should avoid delays whenever possible. One way to avoid a delay is to

encourage parents to start thinking as early as possible about which child

care provider they’d like to use. If a parent needs help finding a provider,

there are resources available to help them. Look under the Resources tab for

“Child Care Resource and Referral Agencies” and the “YoungStar Child Care

Finder”.

If an initial application is denied for lack of verification after the seven

business days expire, but is received within 30 days of the RFA date, the

verification can be processed and the case can be opened without the

applicant needing to reapply.

RFA’s that are converted from ACCESS will not automatically expire after 30

days. Each work item will remain active until it is processed or withdrawn.

1.13 Add Child Care to an Existing Case

Notes:


If a case is already open in CWW for another program, Child Care can be

added before the parent’s next renewal by completing the signature,

interactive interview, and providing the parent with a Case Summary and

Good Cause Notice.

1.14 Start a Child Care Case

Notes:

Now let’s look at the initial eligibility process. It begins with Client Registration.

Search for an applicant, select an existing record or create a new one, and

complete the RFA section.

For applications from ACCESS, some of these steps can be skipped because

CWW already has the data. You’ll still need to look to see if the information

matches an existing person, but certain fields will already be populated.

To begin, a user clicks “Basic Information” from the Navigation Menu.


1.15 Applicant's Name

Notes:

After the Basic Information screen appears, enter at least the first and last

name, gender, and date of birth. In this example, Jane Dawson is applying for

Child Care. I left the Social Security Number blank on purpose, because a

parent doesn’t need a Social Security Number to apply for Child Care on

behalf of their children. If a parent did have an SSN, though, it should be

entered in order to prevent errors. Then click “Next” to move forward.

1.16 Resolve Potential Matches

Notes:

The system searches to see if there are any potential matches based on the


name, SSN, and birth date entered. Look closely at data to determine if the

potential matches are indeed the same person, especially when the applicant

has a common name.

Here there is a similar match. Confirm the parent’s identifying information.

Then either select the match or create a new RFA.

In our example, the system match has the same name, but a different date of

birth. After I confirm that this is a different Jane Dawson, I’ll select “Create

new RFA” and click “Next”.

1.17 Complete Additional Data

Notes:

On the Additional Data screen, required fields are marked with a red asterisk.

After completing all of them, including address information, click “Next”.


1.18 Programs Requested

Notes:

On the Program Requests screen, indicate the programs that are being

applied for. In this example, Jane is applying for Child Care only.

1.19 Collect a Signature

Notes:

On the Print Application Registration screen, either print out the application

and have the applicant sign it, or collect a telephonic signature. Remember

that this signature establishes the RFA date.


1.20 Complete the RFA

Notes:

On the Complete Request for Assistance screen, confirm the Registration

Filing Date and the Program Filing Date.

The Registration Filing Date is the date the parent completed their

application.

The Program Filing Date is the date the parent provided their signature and

is, by definition, the RFA date. It is often the same as the registration filing

date, but wouldn’t have to be. If the parent provides their signature at

application, then the two dates are the same. If a parent declines to sign at

application, then recall the date of the interactive interview is entered as the

Program Filing Date.

The Extension Date field, to extend the allowable processing time for the RFA,

is not used by Child Care.


1.21 RFA Comments & Date

Notes:

Next, the worker can provide RFA comments. These could be related to the

RFA date, placement parents using the alternate method to establish the RFA,

signature, or any other helpful information for the worker who processes the

request.

Finally, the RFA Summary displays the information regarding the case. At the

bottom of the screen, selecting “Begin Intake Interview” continues to the

interactive interview. Interviews can also be scheduled for a later time, but

remember that they must be scheduled to occur within five business days of

the application date.

1.22 Knowledge Assessment

(Multiple Choice, 10 points, 4 attempts permitted)


Correct Choice

2

X 5

7

10

Feedback when correct:

Great job! The interactive interview must be scheduled to occur within 5 business days from the

RFA.

Feedback when incorrect:

Incorrect. The interactive interview must be scheduled to occur within 5 business days from the

RFA.

Notes:

It is time for a Knowledge Assessment. Fill in the blank: The interactive

interview must be scheduled to occur within ___ business days from the RFA.


Correct! (Slide Layer)

Incorrect. (Slide Layer)

Try Again (Slide Layer)




Correct Choice

2

5

X 7

10


Great job! Applicants have 7 business days from the interview to submit verification, but this

can be extended.


Incorrect. Applicants have 7 business days from the interview to submit verification, but this can

be extended.

Notes:

Fill in the blank: Applicants have ___ business days from the interview to


submit verification, but this can be extended if a parent is struggling.







Correct Choice

X True

False


That's right! Because the information was received within 30 days of the RFA date, there’s no

need to reapply, even though she never requested an extension.



Sorry, that’s incorrect. Because the information was received within 30 days of the RFA date,

there’s no need to reapply, even though she never requested an extension.

Notes:

Anitra’s RFA and interactive interview happened on March 5. She did not

contact her agency and her application for Child Care was denied for lack of

verification on March 17. On March 23, she provides verification.

True or False: Anitra’s verification can be processed, and the case can be

opened, without needing to reapply.



Correct Choice

X True

False


That's right! If all other program requirements are met, Kim’s benefits could be backdated to

begin June 15, the RFA date.


Not quite. If all other program requirements are met, Kim’s benefits could be backdated to

begin June 15, the RFA date.

Notes:

Kim’s RFA occurred on June 15, and the interview happened on June 21. She

did not send in all required verification and her application for Child Care

was denied on July 2. Finally, on July 11, she provides verification and is found

eligible.

True or False: Kim’s benefits could be backdated to June 15.



(Hotspot, 10 points, 4 attempts permitted)


That's right! The RFA date gets entered in the “Program Filing Date” field.


Incorrect. The RFA date gets entered in the Program Filing Date field. If you’d like to learn about

the other date fields, go back to the “Complete the RFA” slide.

Notes:

Sam is a Child Care worker and is entering the RFA date. Click the field he

must enter it in, then click “Submit” in the lower-right hand corner.


1.27 Knowledge Assessment Results

(Results Slide, 0 points, 1 attempt permitted)

Results for






Result slide properties

Passing

Score

80%


Notes:

Success (Slide Layer)

Failure (Slide Layer)


1.28 Final Thoughts

Notes:

Recall that there’s more to Wisconsin Shares than just eligibility.

Even after someone is found eligible, an authorization must be established

before they will receive any benefits.

Other modules will cover the rest of the Child Care eligibility process (in

CWW) and the authorization process (in CSAW).

1.29 Exit Course


Notes:

Congratulations! You have completed this module. To receive a completed

status, please click “Exit Course”.

part 2-1 rfa dates and application process...rfa dates & application process 1.29.20 1. rfa...

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